Events Coordinator

Job Summary: Plan, manage, and execute all events held in the Dallara events space. Re

Duties/Responsibilities:

- Oversee all logistical aspects of events, including catering and equipment rentals to ensure smooth operations and timely execution.

- Answer phones and respond to voicemails, emails, and inquiries within 24 business hours while maintaining communication with potential clients.

- Ensure high-quality service by communicating and assisting others to understand the guest's needs, providing direction and guidance, feedback and individual coaching when needed.

- Conduct meetings with clients to discuss their event and determine goals and expectations.

- Assist in the development of budgets. Develop and review every contract before finalizing it with the client. Create reliable financial reports.

- Ensure dates, deposit schedules and other contractual reminders are documented and that due dates are met

- Maintain current and accurate member files for all events.

- Maintain detailed records of all event logistics, including contracts, agreements, and communication with clients.

- Keep a CRM tool updated

- Schedule and lead meetings with the events team to present upcoming events & programming agenda along with contract.

- Prepare and organize work schedules for Event Staff to make sure that the required number of appropriately skilled staff attend each event.

- Collaborate with the Marketing team to promote programming effectively and achieve sales goals. Research and market the event space to potential clients.

- Collaborate with the marketing team to develop and maintain brand identity and artwork as needed

- Maintain event space to ensure safety and cleanliness.

Required Skills/Abilities

- Experience in event planning or event coordination in a corporate environment

- Proven track record of creative, successful events

- Experience working with colleagues in graphic design, sales, marketing, and communications

- Excellent organizational, communication, negotiating, and multitasking skills

- Ability to remain calm under pressure and maintain a customer-service mindset

- Experience in managing budgets and tracking expenses

- Proficient in MS Office

- Problem solving ability

Work Environment

Office and event space.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools or controls, reach with hands and arms. The employee frequently is required to talk or hear. The employee must occasionally lift and/or move up to 30 pounds.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. Evening and weekend work will be required for the coordination of events.

Travel

There is no travel with this position

Preferred Education and Experience

· Meeting and event management or hospitality management degree a plus

· 1-2 years experience in an event or catering environment, supervisory experience preferred

Company Values
The three core values to be a Dallara person are Humbleness, Integrity, and Curiosity.

Humbleness: We want to do our job well and with passion, determination and competence, embracing failure, sharing knowledge and overcoming difficulties with resilience, knowing that the greatest danger is to believe that you know.

Integrity: We believe in keeping our word, in respecting each other and the promises made; we want to develop bonds based on honesty, trust and the earnestness of human relationships

Curiosity: We want to do better what we have always done with promptness, enthusiasm and love for knowledge, challenging what exists in new and adaptable ways, with the continued willingness to learn.

ITAR Requirements:

To confirm to U.S. Government export regulations, including the International Traffic in Arms Regulation (ITAR) must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State.

EEO Statement:

Dallara USA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Job Type: Full-time

Pay: $18.75 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Evenings as needed
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $19 - $24